Executive Assistant & Project Coordinator

Job Description

Job Description

EXECUTIVE ASSISTANT & PROJECT COORDINATOR

Cambridge Innovation Institute (CII) is seeking an extremely organized Executive Assistant & Project Coordinator with impeccable communication skills.

The Executive Assistant & Project Coordinator is a mid-level administrative role that will support our company CEO and the head of Business Operations. The ideal candidate will be able to provide stellar day-to-day support for the CEO, as well as coordinate recurring and special projects.

We are looking for a self-motivated and dependable individual who can tackle a dynamic and challenging to-do list. Daily tasks include everything from developing key documents and presentations, assisting with corporate communications, coordinating with staff at all levels across the company, and maintaining the CEO’s calendar.

It is a lot to juggle, but it is never boring! This role will offer a critical interface with the Executive Team, the company as a whole, and our external stakeholders. A successful candidate will bring a high level of professionalism, curiosity, a can-do attitude, and a sense of humor. They will also be able to work from our office in Needham, MA, on average one day a week.

Role Responsibilities:

• Proactively manage and maintain the CEO's complex calendar, including scheduling internal and external meetings and coordinating travel
• Prioritize meeting requests and ensure all necessary information is provided in advance
• Promptly reschedule appointments as needed and communicate changes effectively
• Process CEO’s expense reimbursement requests
• Draft, proofread, and edit internal and external communications, presentations, and reports
• Coordinate with various departments and staff at all levels throughout the organization
• Manage a calendar of company-wide, employee-led trainings, including identifying topics, inviting trainers, coordinating schedules, and hosting sessions
• Assist in the coordination and tracking of cross-functional strategic initiatives, including scheduling meetings, preparing materials and tracking action items
• Support the documentation of new and existing processes and procedures
• Assist in the evaluation of new software and technology platforms, including AI tools
• Help organize company events, including social gatherings at the office and off-sites
• Handle sensitive information with the utmost confidentiality and discretion
• Additional special projects, as assigned

Qualifications and Skills:

• 3+ years’ experience as an administrative assistant, preferably working at the executive level
• Bachelor’s Degree or equivalent
• Work from our office in Needham, Massachusetts, on average one day a week

Personal qualities:

• Passionate about helping others, and believes no job is too big or too small
• Professional, discrete and level-headed
• Highly self-motivated and dependable
• Proactive and resourceful, anticipating needs and taking initiative to solve problems independently
• Meticulous and accurate in all work, with a strong eye for detail
• Exceptional organizational, prioritization and time-management skills
• Effective team player, able to support and take direction from numerous sources, including CEO, Head of Business Operations, and other senior managers
• Excellent verbal and written communication and interpersonal skills
• Ability to manage up, prioritize competing deadlines and pivot quickly when needed
• High degree of digital and computer literacy, including learning new and custom applications

Technical skills:

• Intermediate to Advanced Microsoft Office – Outlook, Word, Excel, PowerPoint, Teams
• Zoom

Compensation : approximately $85,000 - $95,000 to start, inclusive of salary, bonus, and company profit share. Commensurate with experience.

Work authorization : This employer will use E-Verify to confirm work authorization for new employees.

Why work for Cambridge Innovation Institute?

CII is the most resilient, progressive, growing, open-minded and friendly company in the conference business! Our environment is inclusive and very fast-paced, and our staff are tremendously dedicated. We believe employees should be recognized and rewarded for superior effort...and superior effort abounds! Other pluses:

• We actively promote training and career development at all levels of experience and responsibility.
• We are committed to work/life balance, offering flexible scheduling, generous paid leave, and employee wellness programs.
• We provide excellent pay and incentives, including company profit share.
• We offer health, dental, and vision insurance, FSA plan, and company-paid life and disability insurance.
• We have a 401(k) with matching company contributions.

CII Celebrates Diversity! We welcome all qualified applicants without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, disability, status as a protected veteran, or any other characteristic protected by applicable federal, state, or local law.

About Cambridge Innovation Institute (

CII delivers cutting-edge information through conferences, publications and training to forward-thinking leaders, innovators, and senior executives from life science, technology, and energy industries. We focus on high-technology fields where research and development are essential for the advancement of innovation. Please visit our website for more detail.

We look forward to hearing from you!